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How to Use “On Hold” to Make Manual Updates Before Sending Reference Checks

Use the On Hold feature when you need to adjust your reference questionnaire or add custom messaging before initiating reference checks. This gives you full control over project setup before any communication is sent to candidates or referees.

 

1. Create a Project Template with “On Hold” settings

Begin by configuring a Project Template in Refapp with On Hold settings. Login to your Refapp account and navigate to the main menu, choose the option "Project Templates". 

Either Add a new Project Template or choose an existing one you'd like to update. 

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Once you're in editing mode, update the settings according to your preferred process, scroll down and activate the toggle "Put projects created from this template on hold". 

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2. Activate reference check in your ATS 

  • Once you've created your Project Template with On hold settings, these will automatically sync to your ATS.

  • Activate a reference check on your candidate. 

3. Receive Notification and Open the Project

  • Once you've activated a reference check on your first candidate in your job ad. You’ll receive an email notifying you that the project is ready but currently on hold.

  • The email includes a link; clicking “Finish project setup” takes you directly into the project in Refapp for final review.

4. Edit Your Project Settings

  • Inside the project, navigate to project Setting to make your updates.

  • Here, you can:

    • Switch to a different questionnaire or modify the one selected via your ATS.

    • Adjust custom text or instructions for candidates and referees specific to this project.

    • If you want reference requests to not go out automatically for future candidates added to the project, disable automation for candidates by turning Refapp Automation Off. 

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5. Save Your Changes and Start the Project

  • After editing, click Save. This will transport you to the project main page. 

  • Click the Start button to begin the reference check process. 

  • If automation is turned on, you’ll see a notice that reference requests will now be sent to all candidates. Confirm by clicking Send. If automation has been switched off, you will be able to manually add the references contact details on the candidates profile once they are added to Refapp. 

  • The project is then no longer on hold, and any added candidates will follow the project settings chosen. 

Tips for Using “On Hold” Effectively

  • Plan ahead: Activate On Hold whenever you know you’ll need to tailor questionnaires, messaging, or instructions.

  • Consistency matters: If you often make manual tweaks, consider creating a dedicated On Hold template in your ATS for smoother workflow.

  • Turn on automation when ready: If you want reference requests to automatically go out for new candidates, don’t forget to toggle automation before starting the project.

  • Streamlined review: Use the Hold period as a final checkpoint to ensure everything is accurate before reference communication begins.